Procurement Policies and Procedures 1. Purpose of procurement standards. The purpose of these standards is to establish procedures for the U.S. Naval Sea Cadet Corps (USNSCC) for the procurement of supplies and other expendable property, equipment, real property and other services. The USNSCC Procurement Policy applies to all expenditures of monies received through federal grants. The purpose of this policy is to ensure that goods and services purchased for the performance of a federal grant are obtained in a cost-effective manner and in compliance with federal regulations. This policy applies to all USNSCC employees, members, volunteers, agents and any designees ( buyer ) authorized to initiate purchases on behalf of a Federal Grant in support of any training evolutions or unit activity where federal funds are requested. The policies outlined in this policy should be regarded as management guidelines only, which in a developing business will require changes from time to time. The USNSCC retains the right to make decisions involving procurement as needed in order to conduct its work in a manner that is beneficial to the staff members, members and the organization. This procurement policy supersedes and replaces any and all prior policies and any inconsistent verbal or written policy statements. 2. Code of conduct. No employee, officer, or agent shall participate in the selection, award, or administration of a contract if a real or apparent conflict of interest would be involved. Such a conflict would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in the firm selected for an award. The officers, employees, and agents of the USNSCC shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors, or parties to sub agreements except for where the financial interest is not substantial or the gift is an unsolicited item of nominal value. Members of the USNSCC s board of directors shall comply with all relevant fiduciary duties, including those governing conflicts of interest, when they vote upon matters related to procurement contracts in which they have a direct or indirect financial or personal interest. Officers, employees, directors, and agents of the USNSCC shall be subject to disciplinary actions for violations of these standards. 3. Competition. All procurement transactions shall be conducted in a manner to provide, to the maximum extent practical, open and free competition. The USNSCC shall be alert to organizational conflicts of interest as well as noncompetitive practices among contractors that may restrict or eliminate competition or otherwise restrain trade. To ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, invitations for bids and/or requests for proposals shall be excluded from competing for such procurements. Awards shall be made to the bidder or offeror whose bid or offer is responsive to the solicitation and is most advantageous to the USNSCC, price, quality and other factors considered. Solicitations shall clearly set forth all requirements that the bidder or offeror shall fulfill in order for the bid or offer to be evaluated by the USNSCC.
Any and all bids or offers may be rejected when it is in the USNSCC s interest to do so. In all procurements, the USNSCC shall avoid practices that are restrictive of competition. These include but are not limited to: (a) (b) (c) (d) (e) (f) (g) Placing unreasonable requirements on firms in order for them to qualify to do business, Requiring unnecessary experience and excessive bonding, Noncompetitive pricing practices between firms or between affiliated companies, Noncompetitive awards to consultants that are on retainer contracts, Organizational conflicts of interest, Specifying only a brand name product instead of allowing an equal product to be offered and describing the performance of other relevant requirements of the procurement, and Any arbitrary action in the procurement process. 4. Methods of Procurement: (a) Micro-Purchase Procedures (less than $3,000). Purchases under $3,000 are typically standardized goods or services available from many sources. Formal documentation of vendor selection is not required. Buyers are expected to conduct an informal cost/price analysis and select the vendor offering the best quality, service and price for the specified need. Reasonable efforts shall be made to ensure fair and competitive pricing. The USNSCC must, to the extent practicable, distribute these purchases equitably among qualified suppliers. (b) Small Purchase Procedures (from $3,000 to $49,999.99). A minimum of three (3) quotes, written or verbal, are required. Web price lists and catalog listings can be considered verbal quotes. Buyers must complete a Vendor Selection Form, attach it to the selected vendor s quote and submit to their cognizant NHQ Representative for vendor selection approval. Berthing and messing arrangements made with the Department of Defense are exempt from this requirement. If a specific good or service is only offered by one supplier, the purchase order may be made under the sole source purchase provision. NOTE: For procurement of services for $10,000 or more where contract is required to be filled out. All contracts in excess of $10,000 must address termination for cause and for convenience by the non-federal entity including the manner by which it will be effected and the basis for settlement. See section 8 for more information. (c) Intermediate Purchase Procedures (from $50,000 to $150,000). Intermediate purchase procedures are those formal but simple procurement methods for securing services, supplies, or other property that do not cost more than $150,000 and where procurement by sealed bid is not required. A minimum of three (3) written price or rate quotations shall be obtained from qualified sources to ensure that the selection process is competitive in accordance with these policies. Buyers must complete a Vendor Selection Form, attach it to the selected vendor s quote and submit to their cognizant NHQ Representative for vendor selection approval. Berthing and messing arrangements made with the Department of Defense are exempt from this requirement. If a specific 2
good or service is only offered by one supplier, the purchase order may be made under the sole source purchase provision. NOTE: Purchases over $150,000. No purchase or contract of more than $150,000 will be made without the prior written approval of USNSCC National Headquarters (NHQ). If the purchase is over $150,000 and approved by NHQ, the buyer will work directly with NHQ staff in the required bid procedures. (a) Sealed Bids Procedures (more than $150,000). Bids are publicly solicited and a firmfixed-price contract (lump sum or unit price) is awarded to the responsible bidder whose bid, conforming with all the material terms and conditions of the invitation for bids, is the lowest in price. (i) The sealed bid method is the preferred method for procuring construction if the following conditions are present: (A) (B) (C) A complete, adequate, and realistic specification or purchase description is available; Two or more responsible bidders are willing and able to compete effectively and for the business; and The procurement lends itself to a firm fixed price contract and the selection of the successful bidder can be made principally on the basis of price. (ii) If sealed bids are used, the following requirements apply: (A) (B) (C) (D) (E) The invitation for bids will be publicly advertised and bids shall be solicited from an adequate number of known suppliers, providing them sufficient time prior to the date set for opening the bids; The invitation for bids, which will include any specifications and pertinent attachments, shall define the items or services in order for the bidder to properly respond; All bids will be publicly opened at the time and place prescribed in the invitation for bids; A firm fixed-price contract award will be made in writing to the lowest responsive and responsible bidder. Where specified in bidding documents, factors such as discounts, transportation cost, and life cycle costs shall be considered in determining which bid is lowest. Payment discounts will only be used to determine the low bid when prior experience indicates that such discounts are usually taken advantage of; and Any or all bids may be rejected if there is a sound documented reason. 3
(b) Competitive Proposals Procedures (more than $150,000). The technique of competitive proposals is normally conducted with more than one source submitting an offer, and either a fixed-price or cost-reimbursement type contract is awarded. It is generally used when conditions are not appropriate for the use of sealed bids or small purchase procedures. If this method is used, the following requirements apply: (i) (ii) (iii) (iv) (v) Requests for proposals will be publicized and identify all evaluation factors and their relative importance. Any response to publicized requests for proposals shall be honored to the maximum extent practical; Proposals will be solicited from an adequate number of qualified sources; The USNSCC shall evaluate responses to its solicitations and select awardees in accordance the procedures outlined in section 5 below ("Procurement Procedures") Awards will be made to the responsible firm whose proposal is most advantageous to the USNSCC with price and other factors considered; and The USNSCC may use the competitive proposal procedures for qualifications-based procurement of architectural/engineering (A/E) professional services whereby competitors' qualifications are evaluated and the most qualified competitor is selected, subject to negotiation of fair and reasonable compensation. A procurement process where price is not to be used as a stated selection factor can only be used in procurement of A/E professional services. It cannot be used to purchase other types of although A/E firms are a potential source to perform the proposed effort. (c) Noncompetitive Procedures is procurement through solicitation of a proposal from only one source, or after solicitation of a number of sources, competition is determined inadequate. Documentation must be as comprehensive as possible and demonstrate to an outside observer that the reason(s) for a non-competitive procurement were reasonable and compelling. (i) Procurement by noncompetitive proposals may be used only when the award of a contract is infeasible under small purchase procedures, sealed bids or competitive proposals and one of the following circumstances applies: (A) (B) (C) The item is available only from a single source; The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation; The funding source specifically authorizes the use of noncompetitive proposals; or 4
(D) (ii) (iii) After solicitation of a number of sources, competition is determined inadequate. Cost analysis, i.e., verifying the proposed cost data, the projections of the data, and the evaluation of the specific elements of costs and profits, is required. When using a noncompetitive process the USNSCC normally would be expected to submit the proposed procurement to the relevant funding source for pre-award. 5. Procurement Procedures. (a) All procurement by USNSCC buyers shall comply, at a minimum, with the requirements of subsections (i), (ii), and (iii) below: (i) (ii) (iii) All buyers shall avoid purchasing unnecessary items. Where appropriate, an analysis is made of lease and purchase alternatives to determine which would be the most economical and practical procurement. Solicitations for goods and services provide all of the following. (A) (B) (C) (D) (E) (F) A clear and accurate description of the technical requirements for the material, product or service to be procured. In competitive procurements, such a description shall not contain features that unduly restrict competition. Requirements which must be fulfilled and all other factors to be used in evaluating proposals submitted in response to solicitations. A description, whenever practicable, of technical requirements in terms of functions to be performed or performance required, including the range of acceptable characteristics or minimum acceptable standards. When relevant, the specific features of "brand name or equal" descriptions that are to be included in responses submitted to solicitation. The acceptance, to the extent practicable and economically feasible, of products and services dimensioned in the metric system of measurement. Preference, to the extent practicable and economically feasible, for products and services that conserve natural resources and protect the environment and are energy efficient. 5
(b) Positive efforts shall be made by buyers to utilize small businesses, minority-owned firms, and women's business enterprises, whenever possible. Buyers shall take all of the following steps to further this goal. (i) (ii) (iii) (iv) (v) Ensure that small businesses, minority-owned firms, and women's business enterprises are used to the fullest extent practicable. Make information on forthcoming opportunities available and arrange time frames for purchases and contracts to encourage and facilitate participation by small businesses, minority-owned firms, and women's business enterprises. Consider in the contract process whether firms competing for larger contracts intend to subcontract with small businesses, minority-owned firms, and women's business enterprises. Encourage, when practical, contracting with consortiums of small businesses, minority-owned firms and women's business enterprises when a contract is too large for one of these firms to handle individually. Use the services and assistance, as appropriate and practical, of such organizations as the Small Business Administration and the Department of Commerce's Minority Business Development Agency in the solicitation and utilization of small businesses, minority-owned firms and women's business enterprises. (c) The type of procuring instruments used (e.g., fixed price contracts, cost reimbursable contracts, purchase orders, and incentive contracts) shall be determined by the buyer but shall be appropriate for the particular procurement and for promoting the best interest of the program or project involved. The "cost-plus-a-percentage-of- cost" or "percentage of construction cost" methods of contracting shall not be used. (d) Contracts shall be made only with responsible contractors who possess the potential ability to perform successfully under the terms and conditions of the proposed procurement. Consideration shall be given to such matters as contractor integrity, record of past performance, financial and technical resources or accessibility to other necessary resources. (e) Debarment and Suspension - No contract shall be made to parties listed on the General Services Administration's List of Parties Excluded from Federal Procurement or Non-Procurement Programs in accordance with E.O.s 12549 and 12689, "Debarment and Suspension." Contractors with awards that exceed the small purchase threshold shall provide the required certification regarding its exclusion status and that of its principal employees. 6. Cost and price analysis. Some form of cost or price analysis shall be made and documented in the procurement files in connection with every procurement action above $3,000 in value. Price analysis may be accomplished in various ways, including the comparison of price quotations submitted, market prices and similar indicia, together with 6
discounts. Cost analysis is the review and evaluation of each element of cost to determine reasonableness, allocability and allowability. (a) For a cost to be considered reasonable: Recognized as necessary for the operation of the USNSCC training program or the performance of the Federal Grant Agreement; Consistent with the requirements imposed by arms-length bargaining, federal or state laws and regulations, and ethical business practices; Related to an action and/or in an amount deemed within the norms of business conduct (i.e., passes the reasonable person test) (b) For a cost to be considered allocable, it must: Be incurred solely to advance the work under a Federal Grant; Benefit both the Federal Grant and other work of the USNSCC, in proportions that can be approximated through the use of reasonable methods; Be assignable to the benefitting activities without undue effort or cost (c) For the cost to be considered allowable: Not be designated as unallowable under 2 CFR 200 Sub-Part E Uniform Administrative Requirements Cost Principles, and Audit Requirements for Federal Awards; Adhere to Federal Grant award-specific terms and conditions regarding items of cost; Adhere to USNSCC policies regarding specific items of cost 7. Procurement records. Procurement records and files for purchases in excess of the small purchase threshold ($3,000) shall include the following at a minimum: (a)a minimum of three (3) quotes, written or verbal., (b) A vendor selection form 8. Contract provisions. Buyers shall include, in addition to provisions to define a sound and complete agreement, the following provisions in all contracts. The following provisions shall also be applied to subcontracts. (a) Contracts in excess of the Simplified Acquisition Threshold (more than $150,000) shall contain contractual provisions or conditions that allow for administrative, contractual, or legal remedies in instances in which a contractor violates or breaches the contract terms, and provide for such remedial actions as may be appropriate. (b) All contracts in excess of the Simplified Acquisition Threshold shall contain suitable provisions for termination by the USNSCC, including the manner by which termination shall be effected and the basis for settlement. In addition, such contracts shall describe conditions under which the contract may be terminated for default as well as conditions where the contract may be terminated because of circumstances beyond the control of the contractor. (c) All contracts in excess of $10,000 must address termination for cause and for convenience by the USNSCC including the manner by which it will be effected and the basis for settlement. Contact NHQ for sample language. (d) All contracts, including small purchases, awarded by the USNSCC and their contractors where the source of the funds, directly or indirectly, is the federal government, shall contain the following procurement provisions as applicable. 7
(i) Equal Employment Opportunity - All contracts, when funded in whole or part by monies derived from the Federal government (either directly or indirectly), shall contain a provision requiring compliance with E.O. 11246, "Equal Employment Opportunity," as amended by E.O. 11375, "Amending Executive Order 11246 Relating to Equal Employment Opportunity," and as supplemented by regulations at 41 CFR part 60, "Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor." (ii) Davis-Bacon Act, as amended (40 U.S.C. 3141-3148) - When required by Federal program legislation, all construction contracts awarded by the recipients and subrecipients of more than $2,000 shall include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141-3144 and 3146-3148) and as supplemented by Department of Labor regulations (29 CFR part 5, "Labor Standards Provisions Applicable to Contracts Governing Federally Financed and Assisted Construction"). Under this Act, contractors shall be required to pay wages to laborers and mechanics at a rate not less than the minimum wages specified in a wage determination made by the Secretary of Labor. In addition, contractors shall be required to pay wages not less than once a week. The recipient shall place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation and the award of a contract shall be conditioned upon the acceptance of the wage determination. The recipient shall report all suspected or reported violations to the Federal awarding agency. The contracts must also include a provision for compliance with the Copeland Anti-Kickback Act (4 U.S.C. 3145), as supplemented by the Department of Labor Regulations (29 CFR Part 3, Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States ). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violation to the Federal awarding agency. (iii) Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708) - All contracts in excess of $100,000 that involve the employment of mechanics or laborers, when funded in whole or part by monies derived from the Federal government (either directly or indirectly), shall include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR part 5). (iv) Rights to Inventions Made Under a Contract or Agreement - Contracts or agreements for the performance of experimental, developmental, or research work, when funded in whole or part by monies derived from the Federal government (either directly or indirectly), shall provide for the rights of the Federal Government and the recipient in any resulting invention in accordance with 37 CFR part 401, "Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements," and any implementing regulations issued by the awarding agency. (v) Clean Air Act (42 U.S.C. 7401 et seq.) and the Federal Water Pollution 8
Control Act (33 U.S.C. 1251 et seq.), as amended- Contracts and subgrants of amounts in excess of $150,000, when funded in whole or part by monies derived from the Federal government (either directly or indirectly), shall contain a provision that requires the recipient to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401 et seq.) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251 et seq.). Violations shall be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). (vi) Debarment and Suspension (Executive Orders 12549 and 12689)-A contract must not be made to parties listed on the government-wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part1989 Comp., p. 235). (vii) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)- Contacts for an amount above $100,000, when funded in whole or part by monies derived from the Federal government (either directly or indirectly), shall include a certification by the contracting parties that they have not and will not use Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352 and to further require disclosure of any lobbying with non-federal funds that takes place in connection with obtaining any Federal award. 9. Contract Settlement: In accordance with good administrative practice and sound business judgment, the NHQ Representative is responsible for the settlement of all contractual and administrative issues arising out of procurements. These issues include, but are not limited to, source evaluation, protests, disputes, and claims. USNSCC must maintain oversight to ensure that contractors perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders. 10. Equipment: Equipment is tangible personal property having a useful life of more than one year and a per-unit acquisition cost which equals or exceeds $5,000. An analysis shall be made of lease versus purchase alternatives, and any other appropriate analysis to determine the most economical approach. No equipment purchases shall be made without the express consent of the Executive Director. (a) Computer and Electronic Devices: USNSCC does not allow personal computers purchases from Federal Grant funds unless special circumstances have been documented. In specific situations, the purchase of personal computers can be an allowable direct charge (example: the computer is specifically needed to record data while in the field). For such cases, the computer must be used primarily for the programmatic conduct of the training and the following documentation shall be met: 1. The need has been included in the original training advance request and completely justified as to the reason it is included. 2. The computing devices are essential and allocable to the project in that they are necessary to acquire, store, analyze, process, and publish data and other 9
information electronically, including accessories (or peripherals ) for printing, scanning, transmitting and receiving, or storing electronic information. 3. The project does not have reasonable access to other devices or equipment that can achieve the same purpose; devices may not be purchased for reasons of convenience or preference. The important action is to fully document the justification (purpose and use) very clearly in the funding request to specify the direct relationship between the use of the computer and the ability to perform the training. 11. Items with the USNSCC Name or Logo: The U.S. Naval Sea Cadet Corps has exclusive rights to its name, logos, trademarks, songs, insignias, emblems and badges and prohibits their unauthorized use. Vanguard Industries is the licensed vendor for the USNSCC. Any purchases including the USNSCC name or logo must first be requested through Vanguard Industries. Vanguard Industries has the first right of refusal. 12. Exceptions: The Executive Director must approve any exceptions to this policy by written notice. 10